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- Power Automate: Email web report links when inspection scores fall below a threshold
Power Automate: Email web report links when inspection scores fall below a threshold
Learn how to create a Power Automate flow to automatically email web report links when inspection scores fall below a threshold.
Scoring is a powerful tool that can provide insights into how your organization is performing over time. Checking your organization's score performance can help identify opportunities for improvement from inspections that achieve low scores. Using integration tools such as Power Automate (previously Microsoft Flow), you can automatically generate and email web report links from inspections that score below a threshold so that your team always stays on top of problems that may need to be addressed.
If your organization uses Zapier as the integration tool, you can create a Zap that delivers an equivalent solution
Take note
This flow utilizes Microsoft Outlook as the client to email inspection reports, this can be interchanged with other connectors such as Power Automate's Mail connector and Gmail.
Inspection reports that get emailed are based on the inspections, which the account that generated the API token has access to. If you're an administrator, you can provide yourself inspection access or assign yourself the "Override permissions: View all data" permission to have visibility over all inspections in your organization.
If you run into any errors or have any questions regarding the integration, please contact our customer support team for assistance.
1. Recurrence
Click Create from the menu on the left-hand side and select Scheduled cloud flow.
Configure the following fields:
Flow name: Add a name for your flow so you can refer back to it easily.
Starting: Set the date and time you want the flow to start running.
Repeat every: Set the frequency to 1 Hour.
Click Create to create the flow and its first step.
2. Get past time
Click
New step.Search for "Date Time" and select the Get past time action.
Set the "Interval" to 1 and leave the "Time unit" as Hour.
3. Search modified inspections
Click
New step.Search for "SafetyCulture" and select the Search modified inspections action.
If this is your first time using SafetyCulture on Power Automate, authenticate the connector by configuring the following fields, then clicking Create.
Connection Name: We recommend that you name the connection by the account username or email from which the API token is generated.
API token: Input your API token in the format of "Bearer <token>". Make sure there is a space between "Bearer" and the API token.
Configure the following fields:
Modified After: Click the field and select Past time from the dynamic content list.
Filter by template (optional): If you only want to process inspections from a specific template, click the field to select the template from the dropdown menu, or select Enter custom value and input the template's unique identifier.
Archived (optional): Click the field and select true if you want to only email reports of archived inspection, or select both for active and archived inspections.
Completed (optional): Click the field and select false if you want to only email reports of incomplete inspections, or select both for complete and incomplete inspections.
Ownership (optional): Click the field and select me if you want to only email reports of inspections that are owned by your account, or select other for inspections that are owned by other users in your organization.
Limit: Keep in mind that each flow run can only process up to 1,000 inspections. If your organization conducts more than 1,000 inspections every hour, you should narrow the frequency in "1. Recurrence" and "2. Get past time".
4. Get a specific inspection
Click
New step.Search for "SafetyCulture" and select the Get a specific inspection action.
Click the "Audit ID" field and select Inspection Audit ID from the dynamic content list. This puts the action within an "Apply to each" action.
5. Condition
Within the "Apply to each" action, click Add an action.
Search for "Control" and select the Condition action. This creates two paths as part of the action. "If yes" and "If no".
Configure the following fields:
Choose a value (left): Click the field and select Score Percentage from the dynamic content list.
Condition: Click the field and select is less than.
Choose a value (right): Click the field and type in the score threshold you want to set, between 0 and 100.
6. Retrieve an inspection web report link
Within the "If yes" path, click Add an action.
Search for "iAuditor" and select the Retrieve an inspection web report link action.
Click the "Audit ID" field and select Inspection Audit ID from the dynamic content list.
7. Send an email (V2)
Continue within the "If yes" path, click Add an action.
Search for "Microsoft 365 Outlook" and select the Send an email (V2) action.
If this is your first time using Outlook on Power Automate, authenticate the connector by signing in to your Outlook account.
Configure the following fields:
To: Click the field and specify the email recipients you want to email web report links to. Make sure to click enter or return on your keyboard after each email you add.
Subject: Click the field and specify the email subject. You can use dynamic content items to name emails with inspection data. For example, "[Template Name]: [Inspection Title] | [Score Percentage]".
Body: Click the field and specify the email body. Select Inspection Link from the dynamic content list for the web report link. Similar to the subject field, you can use dynamic content items to include inspection data. Check out the following email body as an example:
Click Save on the bottom or upper-right of the page to save the flow.
Test the flow (optional)
Click Test on the upper-right of the page to begin testing the flow.
Select Manually and click Test.
Click Run flow.
Click Done to monitor the test flow.
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